Membership Process Coordinator

College Houses
Austin, TX

The Membership Process Coordinator is responsible for managing and supporting members from initial contact to move out. This person will oversee contract signing and member records as well as coordinating member events, and greeting members at the front office.  The Membership Process Coordinator will maintain member files, monitor occupancy levels, and oversee data related to loan compliance and charitable status.

  • Member Services
    • Contact with all new members after contract signing.
    • Coordinate, with the Cooperative Experience Coordinator, priority signing for current members
    • Coordinate new member applications; maintain master application list; process applications and maintain files
    • Develop and maintain, with the Co-op Experience Coordinator, application materials and systems, including contracts.
    • Update website content to reflect current policies, programs, and forms
    • Assist Executive Director in documents related to risk management and
    • Provide excellent service and problem solving to members when handling membership issues.
    • Create and distribute monthly member newsletter, as well as other member-centered communications, as needed
    • Coordinate, with the Cooperative Experience Coordinator, educational programming at the houses and the central level
    • Answers emails from website or direct to appropriate staff
  • Occupancy Management
    • Report on College Houses occupancy targets.
    • Research and participate in training opportunities on housing policies, guidelines, and priorities related to student housing.
    • Assess and evaluate occupancy management processes and services. Research and implement best practices.
    • Network and represent College Houses with allied organizations within and beyond Austin to share best practices that will broaden our membership base.
  • Systems Administration
    • Operate and maintain the application and contract systems
    • Coordinate new member applications; maintain master application list; process applications and maintain files; post current availability online; maintain waitlist
    • Process contracts, perform criminal background checks, maintain member database, and produce hard files for accounting
    • Manage member check-in and check-out process
    • Administrate key systems
    • Develop and maintain a membership calendar including known vacancies, leasing and move-in dates, interims, and regular outreach
  • Compliance
    • Track and report on College Houses compliance with Federal Fair Housing Act and Austin Fair Housing Ordinance.
    • Oversee City of Austin loan compliance for the Super Co-op and 21st St. Co-op
    • Monitor student status compliance
  • House Coordination
    • Support the Co-op Experience Coordinator in logistics for New Member Orientation in houses and at the central level.
    • Support the Co-op Experience Coordinator in coordinating with house officers and staff to ensure updated training materials
    • Support the Co-op Experience Coordinator in training and support for elected Membership Coordinators
    • Facilitate various meetings
    • Work with houses to maintain room charts, officer lists, historical documents, furniture inventory, and house minutes
  • Supervision
    • Coordinate, support, and direct member office labor assignments
    • Work with members paired to the position through office hours
    • Supervise any active interns (office interns, NASCO Intern, etc.)
  • Resource
    • Act as a resource person to members, board members and house officers
    • Facilitate continuity and history for the board and houses
    • Staff support for the Governance committee of the College Houses Board of Directors
    • Bi-weekly production and distribution of agendas, meeting minutes, and materials.
    • Preparation of reports, research, policy drafting, and recommendations.
    • Assist staff with low-level technical problems
    • Assist staff with questions about members’ status, contract, and contact information
    • Support staff in maintaining forms and information for activities with a compliance component
  • Special Projects
    • Coordinate with the Executive Director and Board of Directors for special projects.
  • General
    • General reception: walk-ins, phone calls, payment processing, package notifications, and information requests.
    • Facilitate a welcoming atmosphere for members, officers, and staff.
    • Create and maintain a welcoming and professional face to applicants, parents, the International Office, and other groups
    • Treat everyone in a professional, respectful, and friendly manner.
    • Work as part of a team of professionals supporting co-op members and facilitating the success of the organization.
    • Other duties as assigned.


College Houses offer a competitive benefits package including full medical and dental insurance, a retirement plan, paid vacation, sick leave, and holidays. The salary for this position is $53,000.

College Houses is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Please submit your resume, cover letter, and three professional references to by May  10th.

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